Email Usage Policy


General Guidelines

This policy applies to broadcast emails, which are emails sent to 100 or more alumni at a time.

  • Senders should familiarize themselves with all applicable rules and regulations affecting email. All emails to alumni must be in compliance with university and federal rules, particularly in regards to Federal Trade Commission Spam regulations and Family Educational Rights and Privacy Act guidelines.

  • Email to alumni and constituents must be sent using the Miami University Alumni Association's online broadcast email services. Access to the email marketing tool is limited to University Advancement Communications staff and other University staff who have been granted access and received training.

  • All requests to send emails should be made to the appropriate advancement staff liaison. Liaisons will forward all requests to the UA Communications staff by completing the Alumni Broadcast Email Request Form.

  • Email address lists from the alumni database will not be given to any university employee or any volunteers to create their own address book or shadow database for mass emailings.

  • Broadcast emails cannot contain political or commercial messages (with the exception of messages from Miami University Alumni Association Affinity Partners with approval by the University Advancement Communications Director).

  • Emails containing information about a university sponsor/partner should first be cleared through the Miami University Alumni Association and the Department of Advancement Services.

  • Fund-raising solicitation emails must be approved by the Director of Annual Giving and/or a designee(s).

  • The size of an email message cannot exceed 1 megabyte, due to bandwidth constraints and limits by major Internet service providers.

  • Attachments cannot be sent using the broadcast email tool. It is recommended you provide a link to a website where the file can be downloaded.

  • Email content submitted by any university office, alumni volunteers, partner organizations, etc. may be edited for consistency with University Advancement communication guidelines.

  • Failure to follow the terms, conditions, and guidelines of this policy may result in restricted access to email addresses and use of the broadcast email services.

  • Exceptions to this policy must be approved by the Vice President of the Division of University Advancement.

Number of Broadcast Messages in a Given Time Period

  • All mass emailing activity will be tracked to ensure alumni are not receiving excessive amounts of email communications. A master list of email traffic will be maintained by the University Advancement Communications Office.

Required Information in emails

(per federal CAN-SPAM Act)

  • Each broadcast email must include an opt-out feature and the permanent mailing address for the Alumni Association or the department on whose behalf the email has been sent.

  • Each email must include the language "The broadcast email service is supported by the resources of the Miami University Alumni Association."

  • All emails must have a clearly worded subject line. Subject lines should not exceed 10 words.

  • The stated purpose of the email must be included in the first few lines of the email.

  • Reply email addresses must include the "@MiamiOH" domain.

What to Do with email Returns

  • Requests to change email addresses, street addresses or phone numbers, as well as "recipient unknown" or bad email addresses should be forwarded to alumnirecords@MiamiOH.edu. Additionally, requests to be removed from future emails should be sent to alumnirecords@MiamiOH.edu.

Scheduling email Messages Sent By University Advancement Communications

  • All emails must be scheduled through the University Advancement Communications staff to avoid unnecessary overlap with other scheduled emails. Scheduling of emails should occur as early as possible. All necessary information for each scheduled broadcast email must be submitted at least five business days prior to the send date of the message.  Click here to complete the online request form. All requests must be made/approved by University faculty or staff.

  • Black out dates: No emails will be sent on the following dates without approval by the Director of University Communications
    • 1st and 3rd Wednesday of each month
    • Student Move In Day (reserved for 24-hour fundraising campaign)
    • The last two weeks of the calendar year

Sending Surveys to Alumni Emails

  • The Miami staff member/professor requesting/sponsoring the research must submit his/her approval on the project as well as the data set/criteria being requested.
  • MUAA will set a timeline/schedule for the project.
  • MUAA will only pull one data set using the approved criteria.
  • MUAA will send two emails: initial email and a reminder. No other emails will be sent.
  • If the desired results are not received, MUAA will need permission from the staff member/professor to pull a new set.
  • All emails and online surveys will carry a disclaimer that the MUAA did not provide contact information to the student.
  • All emails should come from the department or program rather than the student. Replies should come to alumni main account.
  • Surveys must be built and managed by the department/professor/student. The University recommends Qualtrics for surveys, a product available to all Miami faculty, staff, and students at no cost.
  • If you are collecting data from people for research purposes, institutional ethics board approval is required. Further information can be found by clicking on the research compliance link at: http://miamioh.edu/research/index.html

Crowdfunding Emails

  • Department  heads should send crowdfunding project information within department newsletters.
  • The Office of University Advancement will send emails to donors after a project is fully funded.
  • Alumni emails cannot be sent for solicitation purposes using Advancement email marketing tools during the fundraising phase of a project.
  • Alumni emails lists can not be provided for crowdfunding purposes unless approved by the Director of Annual Giving.

Additional Procedures regarding email and enewsletter requests including timeframe, distribution lists, design, content, personalization, approval process, statistics and best practices are available.